Office Manager

Irex Advanced Industrial; Monongahela (PA); On-site; USD 45,000 - 65,000; Full time

Job summary

A construction management company is seeking an Office Manager to oversee administrative functions for the operations team. The role includes payroll preparation, invoicing, maintaining employee documentation, and coordinating office supplies. Ideal candidates should possess strong organization and communication skills, along with 3+ years of administrative experience, preferably in a construction office setting. Knowledge of JD Edwards or similar ERP systems is beneficial.

Qualifications

• 3+ years of work experience in an administrative role.
• Experience with JD Edwards Enterprise One or similar ERP system is preferred.
• Construction office experience is preferred.

Responsibilities

• Prepare hourly payroll weekly including collecting timesheets.
• Work with Project Managers to ensure prompt invoicing.
• Maintain employee files and ensure all documents are current.

Skills

Strong organization skills

Excellent verbal communication

Microsoft Excel proficiency

Ability to work under pressure

Attention to detail

Education

High School Degree or equivalent

Associate or bachelor’s degree in accounting or business administration

Tools

JD Edwards Enterprise One

Accounting / Payroll systems

Job description

The Office Manager handles administrative functions for a construction operations team that includes a General Manager and multiple Project / Construction Managers, along with their field workforce. Core responsibilities include payroll, billing, collections, and maintaining employee, customer, and job-related information.

In addition to supporting the branch team, this position interfaces with customers, vendors, craft employees, and regional and corporate offices, and is often considered the “glue” role that keeps everything running smoothly. Successful Office Managers excel at communication, organization, and prioritization, and are comfortable working with accounting and filing systems.

Essential Duties and Responsibilities

• Prepare hourly payroll weekly, including collecting timesheets, entering data into the payroll system, and ensuring that hours and pay rates are accurately charged to the correct codes
• Set up jobs in the accounting system and update job-related information as needed
• Work with Project Managers to ensure that customers are invoiced promptly and accurately
• Track open accounts receivable and work with customers and the corporate credit department to resolve payment issues in a professional manner
• Assist with the preparation of proposals, quotations, and other customer correspondence
• Keep job-related documentation organized and up to date in paper & electronic job folders
• Ensure that all new employees complete required employment documentation (I-9s, W-2s, etc.)
• Maintain employee files, including up-to-date construction certifications (required training, etc.)
• Ensure that subcontract agreements are prepared for all subcontractors and that proof of insurance and any other prequalification requirements are in order
• Order office supplies and coordinate maintenance of office equipment
• Answer phones and greet visitors to the office

Skills and Abilities

• Strong organization skills with attention to detail
• Able to multi-task, work under pressure, and meet deadlines
• Able to work independently while also being a team player
• High level of professionalism with excellent verbal and written communication skills
• Able to follow company policies and procedures, and help improve them over time
• Able to work with data in Microsoft Excel and Accounting / Payroll systems

Education/Experience

• 3+ years of work experience in an administrative role.
• Experience with JD Edwards Enterprise One or similar ERP system, preferred.
• Construction office experience, including familiarity with AIA progress billing formats, preferred.
• High School Degree or equivalent, required. Associate or bachelor’s degree in accounting, business administration, or related field preferred.
• Notary Public certification, or willingness to obtain it with the company’s support

Travel

As needed. <5%

The duties and responsibilities described above are not a comprehensive list. Additional tasks may be assigned